Job Specifications
Job Summary
We're looking for a highly motivated, enthusiastic and flexible individual with great interpersonal skills to join our Maternity Administrative team delivering our comprehensive service.
As Appointment and Clinic Coordinator, you will be the first point of contact for women and pregnant people booking and attending their maternity appointments, and ensuring that all referrals and appointments are handled appropriately.
The post holder will be responsible for providing complete administrative and clerical support for the maternity directorate. The role includes patient registration, appointments, clinic preparation, clinic reception and coding. The post holder will be required to work as part of a team working closely with clinical staff to deliver the highest standards of administrative support possible for all patients and staff.
Main duties of the job
You will be responsible for inputting and updating accurate patient details and episodes relating to Out Patient Maternity clinics run by UHSussex. You will need to maintain and promote high quality data entry within the necessary timescales.
In this demanding patient facing operational role, you will need to demonstrate confidence and sensitivity whether in person or by telephone.
You will be a quick learner as well as a good team-player, with the ability to manage your own workloads.
You will be committed to the development and implementation of new ways of working and the Trusts Values and Behaviours.
Ideally you will have previous NHS admin and systems experience, and although training will be given you will need excellent IT experience to enable you to access the Trust programmes.
This position will be based at Sussex House, Royal Sussex County Hospital, Brighton , however this is a cross-site position and therefore you may be required to travel between base and Princess Royal Hospital, Hayward's Heath.
About Us
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust. We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it - because we know that to look after others we must first look after ourselves. As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do. We look forward to receiving your application and the start of your journey with UHSussex.
Date posted
23 April 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
£24,625 to £25,674 a year per annum pro rata
Contract
Fixed term
Duration
12 months
Working pattern
Part-time
Reference number
279-6749389-APR25
Job locations
Sussex House
Abbey Road
Brighton
BN2 1ES
Job Description
Job responsibilities
Main Duties and Responsibilities
Communication / Relationships
Good communication and interpersonal skills to interact with tact and diplomacy with patients and staff at all levels and incorporating the trusts values and behaviours.
Ability to provide and receive information which may be complex, sensitive or contentious in nature.
Ability to engage in collaborative problem solving with co-workers and staff. Must have the ability to function as a "team player", being considerate and flexible, taking the needs of your peers into consideration.
Ability to exercise discretion to ensure that patient confidentiality is maintained, and a professional, respectful hospital environment exists at all times;
Ability to maintain composure, efficiency and a positive, customer-service orientated manner during periods of peak workload, with frequent interruptions, under tight deadlines, and when interacting with patients who are ill, angry or emotionally distressed.
Good written and oral communication skills to provide information, explanations, and instructions clearly and concisely to, and elicit information from others with varying levels of ability to understand.
Use terminology and phrasing which is responsive to and appropriate for patient's age, language skills and emotional state.
Maintain up-to-date knowledge and skill levels in area of expertise to ensure provision of the highest quality patient care services.
Planning / Organisation
Plan, organise, prioritise, and accomplish a variety of concurrent assignments, some of which may be complex and unpredictable, in an effective and efficient manner, particularly when there are changes in workload or assignments.
Remain flexible and adaptable to alterations in policies and procedures, proposing changes where appropriate.
Problem-solving skills to independently assess a range of facts or situations; identify the resources available to help solve problems; create, analyse, and compare viable solutions and take the action necessary to implement them; and follow through to ensure the problem is resolved to the satisfaction of all parties.
High level of motivation and initiative, seeking assistance from others where appropriate.
Recommend changes to policies, procedures, and department environment to enhance departments ability to provide optimum service to all customers.
IT/Data Input
Establish working knowledge of procedures and practises, some of which are non-routine, including medical records systems, medical terminology, appointment scheduling and department policies and procedures.
Ability to use several different computer-based systems to enter pertinent patient information, schedule appointments, and maintain clinical database.
Input of patient information onto trust and maternity systems in an accurate and timely manner to ensure trust receives payment for patient maternity pathway.
Ensure that maternity records are closed correctly on all hospital systems and notes filed and stored in accordance with department processes.
KEY RESPONSIBILITIES
Appointments
Receive and register referrals on the Trusts Patient Access System (PAS) in accordance with Trust policy.
To ensure that referrals are processed, and any relevant information passed to the relevant consultant within the timescale set down in the Access Policy.
Add patients to the clinic list; send ...
About the Company
University Hospitals Sussex NHS Foundation Trust is one of the largest acute trusts in the UK and provides a wide range of clinical services to people in West Sussex, Brighton and Hove, and parts of East Sussex.
Our seven hospitals host more than 1.5 million outpatient appointments, A&E visits and surgery cases every year and employ nearly 20,000 staff.
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